Preparing for Meetings
If you have ever attended a disorganized and boring meeting, you understand the importance of planning ahead. When a meeting is necessary, there are guidelines you can follow to insure a successful meeting.
E-mail communication makes it easy to let everyone know when and where the meeting is. Although there is nothing wrong with sending an email to announce the time and date of your meeting, you need to do more.
Every office needs an information board where important information can be posted. By creating a focal point in your office that everyone checks periodically, you can make sure that people know about important news and upcoming events. It’s an easy way to know that everyone has seen the information, and the posting can serve as a reminder.
Posting an agenda on the board is an excellent way to inform people of the purpose and length of the meeting. People will better understand how to prepare themselves for it, and the posting will impress upon them the importance of this event. Let them know what they need to bring with them or what you want them to think about before the meeting.
You can choose from our commercial bulletin boards or water proof notice cases to find exactly what you need to create an information focal point in your office.
Plan ahead. Think about the best way to present information at your meeting. Will you need an overhead projector or flip chart? What about a chalk board or even a lectern?
Choosing the correct method for disseminating information is extremely important, and, obviously, what works at one meeting may not work at another. Browse through our endless inventory of accessories to find exactly what you need. We all know that success requires having the right tools for the job.
Setting up your meeting space requires special consideration. Will you want to sit around a small table and discuss each item on the agenda, or do you want to set up rows of chairs facing a speaker? If you have limited space, you may need to consider folding tables or chairs that stack on top of each other, so they can be stored out of the way after the meeting and brought out easily for another function.
Only you can decide what is best for your business, but we’re sure we have what you need. As you browse our inventory of tables and chairs, you’ll find a variety of tables and chairs to serve your purpose.
It’s always important to close a meeting in a way that summarizes what was accomplished. Here flip charts or chalkboards may be useful. You may also wish to post information about the results at the information center. Posting results will indicate that useful information or goals were accomplished at your meeting and will leave everyone with a positive feeling about what the meeting accomplished.
Preparation is the key to running a successful business meeting. Prepare yourself by making sure you have a solid agenda, the proper tools to present your information, and an effective meeting environment. Help your employees prepare themselves by making clear what you expect from them.